Page 2 - Tips and Tricks AP

Tips and Tricks: Accounts Payable

RPFF Replenishment Request

The payment request process may be used for many non-purchase order payments including the ability to replenish Research
Participant Payment Funds (RPPF). This job aids focus is on replenishing cash in an existing RPPF.
This job aid is not to be used for replenishment of Petty Cash Funds. To replenish a Petty Cash fund, see the How Do I
Replenish Petty Cash Funds job aid.
Job Aid: How Do I Replenish a Research Participant Payment Fund (RPFF)?

Print a Payment Request Summary
While Payment Request summaries remain a permanent part of the Payment Request, sometimes it is necessary to
capture this information in document format which may be required for some grants or other activities.
This job aids focus is on how to print a payment request summary in PDF format using Internet Explorer. You may use this job aid for
other browsers, however, the print commands will differ slightly.
Job Aid: How Do I Print a Payment Request Summary?

Reimbursements

Guest Reimbursements

The payment request process may be used for many non-purchase order payments including the ability to reimburse guests for
business expenses. This job aids focus is on reimbursement of guest expenses.
JOB AID: How Do I Reimburse Guest Expenses?

Reimbursing Students Who are Employees
If a student is also an employee, the application used (Expense or Accounts Payable) depends on the activity. If the activity was
related to a student activity, then Accounts Payable should be used. If the activity was related to an employment activity, then the
Expense Module should be used.

When in the Accounts Payable Module, the student's name should be found via look-up, utilizing their student ID number, the data
comes from the student system. Users must be granted special security to create payment requests for students.

Status Definitions

AP Payment Request Status

Status Definition
New Created and Saved. Not sent for approval
Returned to the submitter by an approver. Comment message from approver
Denied
required
Temporary status between new and Pending while workflow is being determined
Submitted
and routed
Pending In approval workflow
Approved After the final approver approves. Sent to queue to be vouchered
Vouchered Approved payment request, ready for next pay cycle.
Cancelled Any terminated payment request prior to payment. Cannot be resubmitted
Paid Paycycle complete. Check, Wire, or ACH printed or distributed.

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